ClubSoft allows administrators to manage temporary reservations, collect payments, extend reservations, and maintain accurate resource availability for slips, moorage, RV spaces, parking, storage, and other assignable resources.
Temporary assignments can be used with both:
- ClubSoft + Stripe invoicing
- QuickBooks invoicing integration
Collecting Payment During a Temporary Assignment
When creating a temporary assignment, administrators can choose how payment should be handled after the reservation is created.
Available options may include:
Send Payment Link
Creates an invoice and sends a secure payment link to the member or guest.
Depending on the club’s billing configuration:
- QuickBooks clubs will create the invoice in QuickBooks and sync it into ClubSoft.
- ClubSoft/Stripe clubs will create the invoice directly within ClubSoft.
Members can securely pay online using ACH or credit card (depending on club settings).
Charge Payment Method on File
If the member has a saved payment method, ClubSoft can charge the default payment method on file automatically.
This option is only available when a valid saved payment method exists.
ClubSoft securely uses Stripe payment tokens and does not store raw card or bank account information.
Collect Card Payment Now
Administrators can immediately collect payment using a secure hosted payment page.
This option is useful for:
- walk-in guests
- dock staff
- transient moorage
- same-day reservations
All payment entry is securely handled through Stripe-hosted payment forms.
ClubSoft does not store raw credit card numbers.
Editing or Extending Temporary Reservations
ClubSoft supports modifying temporary reservations after they are created.
Extending a Reservation
When a reservation is extended, ClubSoft can calculate the additional days and create a separate invoice for the extension period.
The original invoice remains unchanged.
Example
| Reservation | Dates |
|---|---|
| Original Reservation | June 1 – June 5 |
| Updated Reservation | June 1 – June 8 |
| Additional Days | 3 |
| Additional Invoice | 3 days × daily rate |
Billing behavior depends on the club’s invoice source:
QuickBooks Invoice Source
The extension invoice is created in QuickBooks and automatically mirrored into ClubSoft.
ClubSoft / Stripe Invoice Source
The extension invoice is created directly through ClubSoft and processed using Stripe.
This approach helps preserve accounting history while accurately billing for additional usage.
Shortening a Reservation
If a reservation is shortened, ClubSoft does not automatically issue refunds, credits, or invoice adjustments.
Administrators will see a warning similar to:
Shortening this reservation does not automatically refund or credit the member or guest. Any refund, credit, or accounting adjustment must be handled manually.
This safeguard helps prevent:
- accidental refunds
- incorrect accounting adjustments
- changes to already-paid invoices
- unintended QuickBooks modifications
Subleases & Rental Windows
Sublease dates and rental windows can also be managed from the Resources section.
Updating a sublease or rental window changes operational availability and reservation dates but does not automatically create:
- invoices
- refunds
- credits
- accounting adjustments
unless a separate billing workflow is intentionally performed.
This allows clubs to maintain accurate resource scheduling while preserving financial and accounting control.
Common Use Cases
Temporary assignments are commonly used for:
- transient moorage
- guest dock reservations
- short-term RV stays
- temporary parking assignments
- event reservations
- seasonal subleases
- member-to-member rentals
- overflow dock management
Related Features
- Resource Maps & Slip Management
- Waiting Lists
- Stripe Payment Processing
- QuickBooks Invoice Sync
- Saved Payment Methods
- Reservation Extensions
- Member Billing & Invoicing